Occasionally, there are employees who need assistance filling out all of the required forms through the web interface. There is a method for the Onboarding administrator to be able to assist new hires filling out the necessary information.
From the View Employees page on the Onboarding tab, select Provide Onboarding Assistance. Note that this link will only appear if you have already sent onboarding documents to the new employee.
Both the Employee and the Employer must provide consent to access the employee’s account by digitally signing the form. Have the employee sign the screen, under Employee Consent and then sign the screen yourself under Employer Consent.
Note: There may be some variation between clients for which information is required as part of the onboarding process. There may be more or fewer steps in the process, depending on your company's onboarding procedures.
Select submit and you will be brought to the Basic Information page. Either you or the employee needs to fill out all of the fields on this page, with the exception of those marked “Optional.”
The forms that are available on this page are dependent on which ones have been required to be set up by the administrator during the onboarding process. The below guide is meant to provide an example.
Note that you and the employee may freely navigate back through completed sections of this application/onboarding form by using the menu on the left if you need to make corrections. Checkboxes will appear next to completed sections, so it is possible to track progress.
Verify all of the information and have the employee select the box at the bottom confirming that all entered information is correct and select Save and Continue.
Note: this will need to be done on all pages of this form.
The content of this page will depend on what was already submitted. You need to go through each page in the template that was created for new hires
Work Opportunity Tax Credit (WOTC)
The form will walk employees through questions for the Work Opportunity Tax Credit (WOTC) to determine if the employee is the member of a target group for which the employer can receive a tax credit for employing. Employees are encouraged to answer all of the below questions:
Here they can sign or see the offer letter:
Enter contact information:
Tax information, which if you are a U.S. based company is the information for a W-4 form.
Indicate that the W-4 form has been received, sign the form, and select Save and Continue which will automatically sign the W-4 form, and then bring you to more withholding information, for both Federal and State taxes.
You can update the page, and view the signed form here. You must state which state will be the employee's primary residence for tax purposes, select filing status and number of allowances the employee is claiming.
There may be a number of additional documents which may be required for the onboarding process. Companies have the option of including these or not in using the document management tools provided.
Have the employee fill out any other forms that are provided. Common is an I-9 form for U.S. residency:
Upload any required identification information and fill out any other forms that are required through the process.
The employee must fill out the Employment eligibility verification forms, as provided:
Once everything is complete, you and the employee should receive the following message.
The newly onboarded employee will now show under the Employees tab on the View Employees page: